June 23, 2011 Library Board Minutes

JACKSON DISTRICT LIBRARY

MINUTES OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES
JUNE 23, 2011
CLARE H. SERGEANT AUDITORIUM, 244 W. MICHIGAN AVE., JACKSON, MI

President Deborah Herbert called the meeting to order at 6:00 p.m.

ROLL CALL:
Board Members Present: James E. Best, Teressa T. Delph, Darrell J. Durham, Deborah A. Herbert, Theodore R. Kolman, Lawrence S. Sanders (arrived at 6:03 p.m.) and George H. Sewell
Board Members Absent: none
Director: Ishwar Laxminarayan.
Administrators Present: Vicki Baldwin, Jim Delaney, Elaine Piper, Mike Way
Others Present: Jean Dailey, Administrative Secretary; Lorraine Butchart, Frances Champney, Jackie Merritt, Melissa Peters, Baylee Pulliam, Theresa Runyan, Kathy Schoening, Donna Smith, Sara Tackett, Art Veramay, Karen Veramay, and Karen Jo White. Public attendance sign in sheet attached to official minutes.

Consent Calendar: Moved by Teressa Delph, supported by Jim Best, that the consent calendar be approved as presented, inclusive of the minutes of the Regular Meeting of May 26, 2011, as well as the Gifts and Donations and Personnel Actions. Motion carried unanimously.

Public Forum: The meeting was opened for public comment. Frances Champney requested to be on the agenda for a presentation for the July Board meeting. Deborah Herbert agreed to her request.

Special Announcements/Presentations: Ishwar introduced the Operations Task Force and the members in attendance: Elaine Piper, Task Force Chair; Jim Delaney: Jackie Merritt; Theresa Runyan; Karen Veramay and Karen Jo White. Members Tessa Eger and Chris Sadler were unable to attend this meeting. Elaine shared a PowerPoint presentation on the role of the Operations Task Force and the progress achieved. The board offered congratulations to Elaine and her team for all their hard work and wished Elaine well in her retirement.

Current Bills: Moved by Jim Best, supported by Teressa Delph, to approve the current bills for May 2011 as presented. Motion carried unanimously.

Financial Reports: Ishwar and Vicki Baldwin answered questions regarding the Nancy Cross Memorial Fund and Property Tax Refunds. Ishwar noted that at this time 98% of the property taxes have been received. Moved by George Sewell, supported by Darrell Durham, to approve the current financial reports for May, 2011 as presented. Motion carried unanimously.

Committee Reports:
Facilities Committee: Darrell Durham reported that the Facilities Committee did not meet this month and asked Mike Way to give a brief Facilities update to the Board. Mike reported that the Parapet Wall repair on the Administration Building is completed. New Air Conditioning units have been installed in the Reference Area and 700’s Room at Carnegie and staff and patrons are very pleased with the results. New “comfortable” chairs are in place on the second floor and the 700’s room and have been very well received. Mike is working with Kathy Schoening on having new monitors installed at Carnegie, Eastern and Meijer branches for marketing announcements of library events and activities. He also reported that the electrical panel and conduits in the Meijer branch basement have been relocated.

Finance Committee: James Best reported that the Finance Committee did not meet this month.

Personnel Committee: Teressa Delph stated that the Personnel Committee had met on Wednesday, June 22, 2011 and the minutes would be in next month’s packet. They have recommendations for the board on personnel matters which will be included under the “Old Business” portion of this meeting.

Director’s Report and Activities: Ishwar reviewed a number of different programs that had been held recently in various branches including the Mother/Daughter Tea at Henrietta; the 175th Anniversary of the Concord Schools at Concord; Nooks and E-Readers at Napoleon; and the Gardening Program and Café Series at Parma. Staff Development Day held on June 14th went very well with great interactions among all staff and excellent reports from the Task Forces. He announced that we recognized a number of employees who combined for 100’s of years of service led by Lorraine with 45 years.

Statistics May 2011: Circulation statistics continue to increase across all formats which is very encouraging. The month and year-to-date (YTD) five year comparison charts reflect this continued growth with both the month of May and YTD numbers the highest in the past five years. It was also noted that YTD digital content is 31,151 as compared to 4,589 for all of 2010.

Old Business:
Woodlands Library Cooperative: Larry Sanders reported that there had been no meeting during the month of June.

Public Services Administrator: The Personnel Committee unanimously recommends approval of the Director’s request to promote Sarilda E. Tackett to Public Services Administrator effective July 1, 2011. Moved by George Sewell, supported by Darrell Durham, to approve the Director’s request to promote Sarilda E. Tackett to Public Services Administrator effective July 1, 2011. Motion carried unanimously.

Other - Central Library Services Coordinator III: The Personnel Committee unanimously recommends approval of the Director’s request to promote Melissa M. Peters to Central Library Services Coordinator III effective July 1, 2011. Moved by George Sewell, supported by Darrell Durham, to approve the Director’s request to promote Melissa M. Peters to Central Library Services Coordinator III effective July 1, 2011. Motion carried unanimously.

New Business:
403(b) Tax Deferred Annuity Plan: Jim Delaney reported that JDL’s employees have requested the ability to make Roth contributions to the 403(b) Tax Deferred Annuity Plan that we have through Mutual of America. Mutual of America now has the ability to maintain such separate accounts for employees and we recommend amending the plan to now accept Roth contributions in addition to pre-tax contributions. Moved by Jim Best, supported by Larry Sanders, to amend the 403(b) Tax Deferred Annuity Plan to also accept Roth contributions in addition to pre-tax contributions. Motion carried unanimously.

Smart Investing @ Your Library Grant: Ishwar reported that the American Library Association (ALA) had invited JDL to apply for this grant. In collaboration with the United Way and other local nonprofit organizations, we have submitted a grant request for $92,650 for a two year financial information/education program. This project will build on existing community financial programs and collaborate with partners in this endeavor. The ALA will identify the successful applicants by the end of December 2011 with the project starting in February/March of 2012.

Other: Ishwar reported that JDL was just notified that our proposed technology upgrades have been approved for Universal Services funding. These upgrades include Voice Over Internet Protocol (VOIP) to replace the current phone system and an Internet Bandwidth increase to 30 MBPS from 6 MBPS. The system-wide rebates will average 66%. Kathy has also received technology “gadgets” such as e-readers, Apple iPads, Nooks, etc. that will be distributed to the branches after all staff has received the appropriate training.

Communications: Communications were included in the packet.

Public Forum: The meeting was opened for public comment. There were no comments at this time.

Trustee Comments: As a group, the board members congratulated Elaine Piper on her retirement, thanked her for her years of service and wished her well. They also congratulated Sara Tackett and Melissa Peters on their promotions.

Moved by Larry Sanders, supported by Darrell Durham, that the meeting be adjourned at 7:02 p.m. Motion carried unanimously.

Respectfully submitted,


James E. Best
Secretary/Treasurer
(Jean Dailey, Recorder)